Inbox Manager/ Virtual PA

Objective:

The Inbox Manager is responsible for effectively managing, organizing, and maintaining the flow of email communications and messages to ensure timely responses, efficient communication, and alignment with organizational goals. This role involves prioritization, delegation, and communication skills to optimize inbox usage for a CEO based in London, UK.
Full time position (based on UK time zone hours).

Key Responsibilities:



Email Organization & Management:
Monitor and categorize incoming emails to ensure they are prioritized and directed to the appropriate recipient or folder.
Maintain an organized inbox by setting up and managing folders, labels, and filters.
Archive old or unnecessary emails and ensure critical messages are flagged or highlighted.

Message Prioritization:
Review and prioritize emails based on urgency and importance.
Identify and escalate critical emails to the appropriate parties.
Draft, proofread, and send responses on behalf of the individual or team, as needed.

Workflow Coordination:
Coordinate with team members to delegate tasks based on email content.
Track follow-up actions and ensure timely completion of tasks arising from email communications.
Maintain a record of pending and completed tasks linked to email correspondence.

Communication Enhancement:
Ensure all correspondence adheres to the organization's tone, professionalism, and communication guidelines.
Draft templates for standard replies to improve response efficiency.
Schedule regular email reviews and clear communication channels.

Technical Optimization:
Use email management tools and software to enhance workflow efficiency (e.g., automation tools, filters, and third-party integrations).
Stay updated with new features and best practices for inbox management tools (e.g., Outlook, Gmail, or CRM software).

Data Management & Security:
Maintain confidentiality and security of sensitive email communications.
Ensure compliance with organizational policies on email retention and deletion.
Monitor for spam, phishing, or security threats and report them promptly.

Performance Tracking:
Generate reports on email statistics, such as response time, volume, and unresolved emails.
Identify areas of improvement to enhance the inbox management process.

Qualifications and Skills:

Strong organizational and time-management abilities.
Excellent English written and verbal communication skills.
Proficiency with email systems (Outlook) and productivity tools (Microsoft Teams).
Detail-oriented and proactive in identifying and solving problems.
Knowledge of cybersecurity best practices related to email management.
Ability to work under pressure and meet deadlines in a fast-paced environment.